Florida Department of Education District Policies for Supplemental Educational Services

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1 Florida Department of Education District Policies for Supplemental Educational Services The District Supplemental Educational Services (SES) Policy Form was developed as a resource for applicants applying to become state-approved SES providers to gain information about a specific school district in which it intends to serve. We hope that providing this information during the application process will allow applicants to begin planning and adjusting their program activities according to the district policies. Please note that the information provided is a synopsis of district school board polices and procedures, and are subject to change at the discretion of the district school board. The school district will notify all state-approved providers of any changes to school board policies and procedures, as appropriate. District: Dade District Website: Facility Management 1. Contracted vendors may use district facilities? Yes What are the procedures for facility rental? Providers are required to complete an Application for Temporary Use of School Building Facilities and submit it to the school principal for review and consideration. The Office of Facilities Operations will oversee the final approval of facilities rental and notify the school and the provider that the agreement has been executed and that occupancy is possible. If Yes, which district facilities are available for contracted vendors to rent? Classroom $95 per hour $128 per Lunchroom hour $110 per Media Center hour Auditorium $ Conference Room $ Other: $ 2. Does the district allow multiple providers to share facilities? No If Yes, do the providers share rental fees? Explain the process for sharing facilities.

2 3. Please explain the district s prioritization policy for facility usage when requests for facilities exceed available space. The following guidelines are considered for facilities usage in accommodating interested SES providers in schools, when the school cannot accommodate all interested providers, due to space limitations: * For returning providers: Adequate student supervision; adequate and ongoing communication with the school and parents; adherence to tutoring schedule; and adequate substitute coverage. * For new providers: Flexibility in scheduling tutoring sessions; variety of SES programs to meet the diverse academic needs and family circumstances of eligible students; does the provider s program meet the needs of all students; does provider has a track record of demonstrated effectiveness, customer satisfaction, and service delivery. 4. Does the district allow the use of district-owned computers or computer labs? No 5. Are school facilities available on weekends? Yes Assessment Data 6. What types of assessment data will be shared with approved SES providers? FCAT, FAIR, FLKRS, AAGTP CELLA, STUDENT GRADES INTERIM ASSESSMENT, 3RD GRADE READING PORTFOLIO 7. When will student assessment data be available for SES providers for ? On the first day students are assigned to providers, via the SES Web-based System 8. Does the district recommend a certain assessment for pre- and post- assessments and progress monitoring? No If Yes, please list. Schedules Indicate the average student and teacher release times of Title I schools. Average Elementary School 9. Student release time:... 3:00 PM 10. Teacher and paraprofessional contract hours: 3:20 PM Average Middle School 11. Student release time:... 3:40 PM 12. Teacher and paraprofessional contract hours: 3:40 PM Average Middle School 13. Student release time:... (high school) 2:30 PM 14. Teacher and paraprofessional contract hours: (high school) 2:30 PM Invoice and Attendance 15. Does the district have specific policies and/or deadlines for the submission of billing and invoices? Yes

3 If Yes, explain. Invoices are due on the 5th of each month. Invoices submitted after the 15th of the month will be assessed a fee of $ For invoices submitted after the 28th of the month, a fee of $10.00 per day shall be assessed. Invoices returned to Providers for corrections shall be resubmitted to the District within five (5) business days, otherwise, the Provider shall be assessed a fee of $10.00 per day beyond the 5th day. Invoices returned to the Provider for corrections more than one time for the month shall be assessed an administrative fee of 2% of the total invoice amount. The District shall deduct the appropriate fees delineated above from the total invoice amount. Invoices submitted more than sixty (60) days after services are rendered are subject to non-payment. 16. Does the district require that attendance records are submitted with invoices? Yes If Yes, explain. Monthly invoices submitted to the District shall include; a completed M-DCPS Invoice Template, the M-DCPS Certified End of Month (EOM) Report and an original M-DCPS Monthly SES Individual Student Attendance Report for all students listed on the Certified EOM Report. The Provider also agrees to provide this information in aggregate form. Such invoices shall be submitted within sixty (60) days of the rendering of services. The Provider shall maintain Monthly SES Individual Student Attendance Reports for all student receiving services. Marketing and Outreach 17. Does the district have specific policies regarding marketing and outreach for SES? Yes If yes, explain: All marketing materials shall include a disclaimer specifying that Distribution of this information does not imply endorsement or recommendation by M-DCPS. In order for your child to be eligible for free tutoring, your child must attend a Title I School that has been designated as a School In Need of Improvement and must be eligible for Free or Reduced Price Meals. Also, all marketing materials shall be submitted to the District office for approval prior to dissemination. 18. Does the district have a policy regarding approved SES providers employing district employees? Yes If yes, please explain the policy: The Provider may hire school district employees for direct instructional purposes; however, tutors may also receive compensation for the completion of paperwork and documentation that are customarily associated with the task of tutoring. 19. Does the district have any dual employment requirements? Yes 20. Does the district plan to have provider fairs? Yes 21. Does the district plan to schedule an employee fair? No Mandatory Meetings 22. Does the district require SES provider staff to attend provider fairs? No Additional information regarding provider fairs: No additional information provided. 23. Does the district require SES provider staff to attend software training? Yes 24. Does the district require attendance at any additional meetings? Yes

4 If Yes, explain: The Provider will attend any and all District conducted mandatory Provider Orientation, Technical Assistance, End of Year, or other meetings as may be required from time to time. The District will notify the Provider of the meeting times and dates at least five (5) days in advance of the scheduled meeting by the District. Insurance Requirements/Fingerprinting/Background Checks 25. Is there a timeline by which providers must submit the insurance requirement? Yes If yes, what is that deadline? At the time the contract is submitted to the district 26. Does the district require all provider employees to use the district s approved fingerprinting and background check vendor? Yes If yes, what is the cost? Fingerprinting- $77.33; Drug Testing $ Is there a timeline by which providers must submit the fingerprinting and background check requirement? Yes If yes, what is that deadline? At least four weeks prior to the start of tutoring 28. Does the district require SES provider employees to wear identification badges on school grounds? Yes 29. Describe the policy related to the district s insurance requirements: The minimum limits to be maintaine: $1 million per occurrence annual aggregate. Property Damage: maximum deductible $1,000 per occurrence. Automobile Liability: shall be included on all owned, nonowned and hired autos used in connection with this agreement: minimum - $1 million per occurrence. Workers Compensation: EL Each Accident: $500,000; EL Disease- Policy Limit: $500,000; EL Disease each Employee: $500,000. Professional Liability provided a maximum deductible not to exceed $25,000. Management 30. Does the district hire school site facilitators for SES? Yes 31. Does the district require providers to use specific software for invoicing, developing student learning plans, tracking attendance or reporting students? Yes If yes, identify the software? Providers are required to use the Miami-Dade County Public Schools' SES Web-based System. Contracts and SLPs 32. Are there specific timelines that providers must adhere to regarding SLPs? Yes If yes, please explain the timelines. The SLP must be completed electronically via the M-DCPS' SES Web-based System. The Provider shall be required to submit the Parent Signature Page or Record of Attempt to Consult with the Parent Form to the district for the approval of the SLP. The SLP will not be approved until the original signed Parent Signature Page or Record of Attempt to Consult with the Parent Form has been received by the District. 33. Are there specific timelines that providers must adhere to regarding contracts? Yes

5 If yes, please explain the timelines. The Provider will receive a copy of the M-DCPS' SES Contractual Agreement at the Provider Orientation Meeting. The final contract, all appendices, supporting documentation and the contract cover sheet will be sent electronically to the address provided by each company. The contract cover sheet will list the specific deadline for submission of the contract and all supporting documentation. 34. Does the district require a provider to sign a letter of intent before contracting with a provider? Yes 35. Does the district allow flexibility for a provider to lower their rate/increase the number of sessions? Yes Transportation 36. Does the district provide transportation for students receiving SES? No 37. Does the district allow providers to contract transportation services? Yes Eligible Students *38. How many students are eligible to participate in SES in the district in ? 104,884 *39. How many schools are required to offer SES in the district in ? 173 *40. District s Per Pupil Allocation (estimate): $1, *41. How many students participated in SES in ? 16,474